Supply & Logistics Associate at the United Nations International Children's Emergency Fund (UNICEF)

United Nations International Children's Emergency Fund (UNICEF) works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

We are recruiting to fill the position below:

Job Title: Supply & Logistics Associate

Job No.: 563250
Location: Maiduguri, Borno
Employment Type: Full Time
Level: G-6
Contract type: Temporary Appointment
Categories: Supply Management, Operations

For Every Child, HOPE

• In Nigeria, UNICEF works in a complex humanitarian and development setting to fulfill and protect children's rights in partnership with government, civil society, children and families.

How can you make a difference?

• The Supply and Logistics Associate performs highly skilled work on UNICEF supply chains, and manages the more complex cases and client requests, which frequently requires the evaluation of difficult situations and adaptation of procedures and processes to resolve such cases.
• The Supply and Logistics Associate will also oversee warehouse, and stock management.
• This is the senior GS level for specialized supply chain work and requires advanced specialized knowledge acquired through formal training and experience.
• The function is characterized as highly independent and provides opportunities for the Associate to lead and carry out responsibility for end to end supply chain management from the beginning to the end of the process and provide input into the design and development of improved supply chain services and delivery mechanisms.
• The incumbent will handle supply and logistics duties, tasks, and accountabilities in pursuance of country program.
• The incumbent will be based under the Supply and Logistics Section while work activities will be guided by teamwork plans, priorities, and individual performance plans.
• This position is based in the Maiduguri Field Office with a supervisory role of the lower level GS staff and third-party logistics.

Tasks / Responsibilities|
Planning:

• In consultation with supervisor, provide input to the Country Programme Action Planning and advise on Supply requirements for the Plan of Operations and Annual Work Plans through effective participation in the Field Office forecasting, planning, implementation, monitoring and evaluation of the supply chain operations, including establishment of performance indicators, and assessment of fit for purpose of products and services.
• Support Field Office supply emergency preparedness and response activities including establishment of Long-Term Arrangements (LTAs), Partner Logistics Capacity Assessment and Contingency Plan update, and pre-positioning of stock.
• Effective coordination with the State Central Medical stores and support on necessary logistics planning and space for commodities storage.
• Effective cargo movement planning including too hard-to-reach areas and acquire necessary security clearance where necessary.

 Procurement / Contracting:

• Support the supervisor in providing necessary input to and advice on the annual supply plan. Conduct data review and analysis for category management and development of procurement strategies.
• Conduct market research in relevant areas for UNICEF and advice on best approaches to obtain best value for money and sustainable procurement. Support product innovation and market-shaping initiatives for specific categories of supplies and services.
• Liaise with clients in planning procurement and contracting initiatives, supporting development of appropriate specifications, terms of reference, and logistics arrangements and timelines.
• Support the supervisor in taking charge of the supply systems strengthen with partners, including the state logistician and sustainable supply chains.
• Ensure establishment of Long-Term Arrangements (LTAs) and act on specific procurement requisitions as might be required.
• Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor.
• Organize bid openings and conduct technical and financial analysis of offers as might be required. Conduct clarifications and negotiations with suppliers.
• Maintain highest level of integrity, ethical standards and accountability in the procurement of goods, contracting of services and construction work.
• Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/partners informed on the progress. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.
• Ensure appropriate filing of procurement cases and maintain up-to-date records for future reference including for audit.

In-country logistics:

• Provide logistics input to the supply plan, including advising on infrastructure constraints (e.g. customs clearance, port capacity, transport options and warehousing capacity) and different delivery mechanisms.
• Advise on budget requirements for various delivery modalities and ensure establishment of budget with clients.
• Liaise with supply colleagues as well as clients and using supply dashboards to ensure pipeline monitoring and establishment of appropriate logistics capacity.
• Perform research, collect data and conduct analysis, produce reports and ensure information accuracy in corporate systems to enable informed decision-making.
• Provide specialized support in logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of Programme supplies.
• Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Identify needs for contracting of logistics third party services (e.g. customs clearance, warehousing, transport, distribution) and manage contracting of such service providers including establishment of KPIs and performance monitoring mechanisms.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), and take appropriate actions to resolve operational issues, escalating complex issues to the supervisor.

Warehousing and inventory management:

• Manage UNICEF warehouse facilities and operations in line with UNICEF policies and procedures. Assess warehousing capacity including facilities, conditions of equipment, manpower, and processes and propose corrective actions to supervisor.
• Assess new warehouse facilities when required. If necessary, implement and organize new warehouse facilities which may include installation and assembly of temporary warehouse structures (e.g. Wiki-Halls/Rub Halls).
• Maintain appropriate warehousing and inventory management processes in support of the country Programme implementation.
• Ensure accurate and complete accounting, reporting and internal control systems are in place, and relevant records are properly maintained.
• Assess availability of space and ensure the stacking and storage plans are appropriate storage space optimization.
• Supervise receipt of consignments and dispatch of supplies.
• Prepare accurate stock reports and share with supervisor.
• Monitor inventory to track trends and account for the inventory status from source to beneficiary.
• Carry out regular physical counts of inventory in the warehouse and spot checks.
• Carry out spot checks at Central Medical Stores and at Implementing Partner’s warehouses and advise on effective commodities handling.
• Prepare documentation for commodity disposal through Property Survey Board committee.

Supplier Relationship management:

• Manage UNICEF Suppliers in line with UNICEF Supply and Procurement policies and procedures.
• Assess supplier performance and always ensure they compliance to all UNICEF policies rules and regulations including Child Safeguarding, PSEA, Anti-Terrorism, among others.

Partners Support:

• Support the partners in all Supply and Logistics related matters as in accordance to UNICEF guidelines and procedures.
• Support the supervisor to carry out partner assessment on Supply and Logistics capability and;
• Provide trainings for capacity building for effective systems strengthening to partners and state logisticians.

Alternative delivery mechanisms and procurement services:

• Support the supervisor in the assessment of and collaboration with implementing partners including civil society, for establishment of Programme Cooperation Agreements (PCAs), and monitoring of supply components under Harmonized Approach to Cash Transfers (HACT).
• Participate in events/meetings that build partnerships and collaborative relations with UN organizations to support harmonized and collaborative procurement and logistics arrangements.
• Facilitate Procurement Services (PS) transactions in collaboration with Programme sections and UNICEF Supply Division (SD). As appropriate, support CO counterparts on forecasting and costing of PS-channel supplies.
• Monitor the issuance of Purchase Orders (POs) and/or Copenhagen Warehouse Stock Transfer Orders on PS Sales Orders.
• Coordinate with Country Office Logistics and Port Operations as needed to ensure on timely delivery/shipment of PS orders.
• Support communications and follow up with relevant internal stakeholders regarding partnership requests and negotiations as required.
• Maintain up-to-date files for all Procurement Service transactions, including a system for monitoring the different stages of each transaction.
• Monitor the incoming pipeline of PS shipments where necessary based on the division of responsibilities agreed in the Memorandum of Understanding (MoU) and Cost Estimate (CE), supervise the arrival, customs clearance, storage, packing and in-country distribution of PS commodities to the agreed delivery point.
• In collaboration with Supply colleagues and Programme Sections, identify opportunities for capacity building of Government counterparts and improving the supply chain process to make it more effective.

Other duties / responsibilities:

• In cases where the incumbent has managerial responsibility of lower level GS staff, the incumbent will ensure timely and effective performance management of staff, providing practical advice and guidance to ensure individual and team objectives are met.
• In collaboration with supervisor, Supply Division, Regional Office and the global supply community, provide input to help ensure knowledge exchange and learning is prioritized to continuously build capacity of individuals and the team. Develop and facilitate training of newcomers, establish processes or manuals to support effective workflows.
• Develop training packages and facilitate training of newcomers, establish processes or manuals to support effective workflows in warehouse management.

To qualify as an advocate for every child you will have…

• Completion of Secondary education is required, preferably supplemented by Technical or University courses related to Supply Chain, Business Administration, Contract / Commercial Law, Economics or another relevant technical field.
• A minimum of 6 years of relevant administrative experience in supply chain management or a commercial context is required.
• Understanding of development and humanitarian work is an advantage.
• Fluency in English is required. Knowledge of another UN language and or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

• UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) 

The UNICEF competencies required for this post are...

• Builds and maintains partnerships (I)
• Demonstrates self-awareness and ethical awareness (I)
• Drive to achieve results (I)
• Innovates and embraces change (I)
• Manages ambiguity and complexity (I)
• Thinks and acts strategically (I)
• Works collaboratively with others (I).

Application Closing Date
30th June, 2023.